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Currently under construction......

Overview

Hours is how we set when a study room is available to be reserved in advanced. Open Room automatically pulls study room hours from the main hours website so must of the work is done for us. As a result, the room coordinator only uses the hours function to manipulate study room hours for special situations which include:

  • closing a room due to damage or regularly scheduled maintenance
  • extended hours during the weekend between dead week and finals week. 
  • limiting how far out in advance a room can be reserved

Hours are manipulated using two different functions within Open Room.

  • Hours function
    • To close a room completely.
    • You can close the room for the entire day
    • You can close the room for part of the day
    • You cannot open and close the room in the same 24 hour period
  • Cleaning function 
    • To close a room for part of the day.
    • We use this so ABM can get into the rooms to clean
    • We use this during the weekend of extended hours in conjunction with the hours function
    • You can only have one cleaning time scheduled per day. 

Closing a room for repair 

Sometimes a room must be closed for maintenance or damage. For detailed instructions on how to do this, go to closing a study room.

Setting Cleaning Hours

All the study rooms are cleaned two times a week. The cleaning schedule is coordinated by ABM (the custodial company for the library) and the building manager of the library. Most of the term, all rooms are cleaned during the same time frame. During Dead week and Finals week, we split the schedule so that there are always rooms available to reserve in advance. Currently the cleaning schedule is as follows:

Weeks 1-9
  • Tuesdays & Fridays : 3-5 AM
Dead Week and Finals Week

Tuesdays and Fridays

  • 1st floor - 1 AM – 3 AM
  • 5th floor - 3 AM – 5 AM

To set the cleaning schedule, you need to use the "Cleaning" function within the Admin panel.

  • At the bottom of the page you will see a button that says "New Cleaning Record". Click this button.

Setting Extended Hours

Open Room is not able to close a room and then open a room up again in the same 24 hour period. As a result Open Room is unable to adjust for the library closing at 3 am then opening again at 10 am. The workaround involves both the "Hours" function and the "Cleaning" function.

How to set all the hours for dead and finals week. The order that the hours are applied matters, so follow the sequence exactly.  

  1. Go to Hours in Open Room.
  2. In the hours function, set all rooms to be open 24 hours for the Friday, Saturday, and Sunday between dead and finals week. 
  3. In the cleaning function, set all rooms to be "cleaned" (closed) from 3 AM - 10 AM for the Friday (technically Saturday) and Saturday (technically Sunday) between dead and finals week. 
  4. This is a good time to also set the cleaning hours for the rooms for dead and finals week.
  5. Double check your work by looking at the schedule on those dates on the Front Page.

There is something weird going on with having multiple cleaning hours for any time period. There was one time where I was able to set the cleaning hours for dead and finals week and then just stack on the cleaning hours for keeping the library hours open. I haven't been able to replicate it and it will give me an error that there can't be multiple cleaning hours for a date range, which is true. If you have trouble applying the cleaning hours to keep the library open until 3 AM, then you'll need to remake the "true" cleaning hours schedule for dead and finals week. You have to make one set for dead week and then a separate set for finals week and have the "cleaning" hours for keeping the library until 3 AM on Friday and Saturday nights in the middle. Pretend the actual cleaning hours are two slices of bread and the "cleaning" hours for Friday and Saturday are the meat. 

Here's what it would look like: 

 

Put this part under a troubleshooting heading:

The hours should always be up to date because they are pulled from the main hours website. 

If the hours are incorrect, contact Matthew Schuck. He is the hours coordinator in Circulation. For emergencies, contact ETS 

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